Job Description

Job Details

Temporary Full Time (CUPE 1329T)

Posting Status

Open to all current Town of Oakville employees and external applicants

Duration

Approximately 5 months

Temporary Vacancy Reason

Secondment backfill

Closing Date

Applications for this position must be received at oakville.ca by no later than 11:59pm on

November 5, 2025.

Internal secondment applications are welcome. Please note, however, that members of management will not be considered for secondments into bargaining unit positions.

Job

Responsibilities:

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Reporting to the Director, Parks & Open Space, this position plays a key administrative role in supporting the Director and has the responsibility for ongoing implementation and support to several Parks programs ensuring efficient and effective customer support service on behalf of the department.


Responsibilities include:Managing the Director's phone calls and calendar, including taking messages, and meeting minutes. Re-directing or fielding public complaints as appropriate, scheduling meetings, conferences, and providing background materials for meetings and events as required. In addition, this incumbent provides administrative support to Parks Capital Planning & Management, Parks Operations, and Forestry Services sections. Drafting responses on behalf of the Director and ensuring the communications requiring action are forwarded appropriately and are matched with original requests for on-going follow-up. Administering purchasing systems for the Director using CIS, tracking and maintaining invoices and payments. Preparing notifications and maps for the department using GIS, Notification Tool, and Mail Merge. Editing GIS layers as required. Managing the Park Ambassador Program, fielding applications, reviewing current volunteers, tracking hours, issuing supplies, and issuing annual letters of appreciation. Managing the Garden Plot program waitlist and active clients. Securing payment for fees, drafting and distributing annual permits, and providing communications with clients. Regularly visit the gardens ensuring compliance. Onboard and train new staff in their respective roles. Organize mobile signage throughout the year including artwork. Assist with managing sponsorship programs. Assist with farm leases as required. Assist with Greenhouse bookings, events, and communications. Assist with processing park access/gate applications, and returning securities as needed. Oversee and manage both staff and public Earth Day events. Oversee the management of concessions and vendors in various town parks. Maintaining the Council Orientation Binder for the department. Maintaining and updating the Emergency Response Plan and Org. Chart for Parks & Open Space. Preparing and distributing reports including uploading reports into eSCRIBE. Act as the department SharePoint site owner. Writing/publishing departmental web-site content updates, coordinating and editing marketing literature. Maintaining all interactive maps and court maps on the town's website. Monitor and respond to various Salesforce cases, and report escalating Salesforce cases to the Director. Proficiency with Tippets and a strong understanding of archiving processes. Reconcile Director's US Bank. Process cheque and invoice requisitions. Order and manage supplies from Staples. Member of the CREST group. Other duties as assigned.

Qualifications

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Community College diploma in Office Administration with 3-5 years' experience in an administrative support capacity, preferably in a municipal environment. Ability to respect confidentiality, exercise initiative, discretion and good judgment. Excellent interpersonal, organizational and communication skills in addition to the ability to work and multi-task in a fast-paced environment. Individual must be a self-starter. Must possess exceptional front-line customer service skills that demonstrate the ability to communicate effectively and professionally, both with the public and staff on behalf of the Director and Department. Ability to produce marketing content, strong proof-reading, letter writing, and minute taking skills. Proficiency in office administration, Microsoft Office products, Nitro Pro, CIS, AMANDA, AMANDA Cashier, AGS Park Ambassador Portal, GIS, Notification Tool, ArcMap, JDE, Salesforce and eSCRIBE are required.

DATED:

October 22, 2025 This job profile reflects the general requirements necessary to perform the principal functions of the job. This does not include all the work requirements of the job. Applicants are required to demonstrate through their application and in the interview process that their qualifications match those specified. The minimum threshold score for each of the testing and interview components of the recruitment process is 75%.

We thank all applicants and advise that only those selected for an interview will be contacted.

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